Sully

Sully U3A Groups Handbook

The U3A is a non profit making organisation. The annual charge for Sully U3A covers membership to the Third Age Trust, which provides insurance cover, general expenses of running the branch such as administrative costs, rental of building, donations to visiting speakers and refreshments for monthly meetings.
The Groups Coordinator is the member of the committee designated to encourage and support new and existing groups. Contact via groups@sullyu3a.co.uk
Interest groups are the life blood of the Sully U3A and each group will develop its own structure. However it is important that groups follow the U3A ethos of shared, participative and self-help learning. 'The teachers learn and the learners teach.' The result will be not only an increase in knowledge but also a supportive and friendly atmosphere which enables everyone to contribute.

The U3A is based on three Guiding Principles:

- The Third Age Principle
- Membership of a U3A is open to all who are no longer in full time employment.
- Members promote the values of lifelong learning and the positive attributes of belonging to a U3A.
- Members should do all they can to ensure that people wishing to join a U3A group can do so.
- Self Help Learning Principles
- Members form interest groups covering as wide a range of topics as they desire.
- Learning is by the members, for the members.
- No qualifications are sought or offered. Learning is for its own sake, with enjoyment being the prime motive, not qualifications or awards.
- There is no distinction between the learners and the teachers. They are all U3A members.
- The Mutual Aid Principle
- Each U3A is a mutual aid organisation and is an operationally independent member of The Third Age Trust.
- No payments are made to members for their services.
- Each U3A is self-funded with membership subscriptions kept as low as possible.
- Outside financial assistance should only be sought if it does not imperil the integrity of the U3A.

Sully U3A has charity status and must comply with regulations laid down by The Charity Commission. The committee are its Trustees.

First steps to forming a new group

- Agree the formation of your new group with the U3A Groups coordinator (groups@sullyu3a.co.uk) who will then help you to sound out what interest there might be in the subject.
- Consider what the aims of the group will be: What are you hoping to achieve/learn/share by setting up the group?
- Is there someone who can support with ideas for the group? Check on the National Office website for information.(www.u3a.org.uk) tel:0208 4666139)
- Where will the group meet? Venues should be safe and accessible to all.
- When will the group meet and how often? What will the running costs be to the group?
- Generate interest by as many different ways as possible: newsletter, fliers, posters, noticeboard, announcements at monthly meetings.

The Groups coordinator can help with risk assessments for the group and can set up a 'free' taster session or informal meeting to assess interest and help with bookings for The Old School if needed.

The First Meeting

Recommended steps to take for the first meeting:

- Introduce yourself and the purpose of the group as you see it.
- Ask about the skills within the group.
- Agree the tasks that need doing to run the group and who is willing to support these.
- Discuss and agree if relevant, what level the group will be aimed at: beginners, improvers, advanced or general.
- Agree how the group will work, discussion, instruction, presentation etc
- Agree when and where the group will run.
- Identify any accessibility needs that members may have. Refer to the website www.plus.u3a.org.uk
- Agree the costs for running the group and how much members will pay.
- Make a list of group members contact details and membership numbers, ensuring all are current members. (Consider Data protection issues)
- Agree some ground rules for the group e.g. Listen to each other and allow others to speak. Agree to disagree amicably and be respectful to other members. Every contribution matters. Have patience with and encourage those who are slower to learn.Let someone know if you cannot attend.
- Feed back to the groups coordinator, groups@sullyu3a.co.uk, what has been agreed after the meeting. The coordinator will help with initial publicity and bookings if required.

Group Finance and Administration

Groups are self-managed and self-financed but they must adhere to the rules of the U3A Trust and The Charity Commission by keeping a register for every session and a record of their finances. The register should record the U3A membership number, attendance and payments of each group member.
All groups need a convenor to organise and communicate with members and a treasurer who will be responsible for filling in the register, collecting subscriptions and keeping a balance sheet. Any member of the group may ask to see the balance sheet at any time.
The charges for each group will be set by that group to cover the cost of any venue and expenses incurred. Subscriptions for the group should be kept as low as possible. Groups meeting in private homes should consider their hosts expenses.
Day to day running costs can be paid out in cash from the group float upon receiving receipts. This should all be marked down on a group balance sheet showing the groups rental payments and savings.
Please remember that groups should not hold more than £50 in cash. Funds above that should be deposited with the Sully U3A treasurer/rent collector to be paid into the group savings account.
All monies held in the savings account are the product of the existing group; therefore, the current group as a whole, must decide how best to spend this money for the benefit of the said group e.g. free group sessions, outside speakers and visits pertinent to the group.
Group money cannot be donated to any other charity without the consent of the trustees. (in accordance with Charity Commission Rules)
Group money should not be paid into a personal bank account. All bank accounts must be in the name of Sully U3A and operated by signatories on behalf of the trustees.
The group balance sheet and register for the end of the current financial year, (April to March), must be given to Sully U3A treasurer early in April so that the accounting procedures can be finalised for audit by an independent examiner and the Charity Commission, in order to fulfil our legal obligations as a Charity.
Groups that operate on a 'cashless' basis should send in a 'nil' return.

Groups using Old School

Old School bookings and cancellations may be made via Hallmaster Booking System. For information contact oldschoolsully@gmail.com. Please remember to cancel your bookings over the holiday periods or you may be charged.
Old School Rents should be paid in cash to the rent collector at each monthly meeting. Please put cash in a sealed envelope with the amount, Old School invoice numbers and session dates on the outside. All rent transactions with Old School should be via the treasurer/rent collector.

Publicity and Information

If there are changes to the group schedule members can be informed via the monthly newsletter, newsletter@sullyu3a.co.uk or in emergency contacts should be made directly within the group. Please keep the website updated either directly if you have convenor access to edit it or by email to web@sullyu3a.co.uk as this is a way of attracting new members.

Accidents/incidents

All reasonable measures must be taken to ensure the well being of our members. Therefore, any group organising an event or activity should undertake the appropriate risk assessments taking into account the persons involved.
Should an accident/incident occur that causes damage to persons or property during a U3A event or activity, a report should be sent to the committee by the next monthly meeting giving details of the accident/incident, any injuries/damage, persons involved, names, places, times, dates, witnesses with contact details. Reports should also state any action taken and the outcome.
Organisers should ensure that appropriate action is taken to prevent a similar accident/incident occurring and offer support for members involved.
A Sully U3A accident/incident report must be completed regardless of the venue.
The report will be put in the Accident Book for information only, unless further action is required to make insurance claims or involve other agencies.
The Accident Book can be found on the rent table at monthly meetings. Accident forms can also be downloaded from Sully U3A website or obtained from the Accident Book by committee members at the monthly meetings.

Safeguarding

Sully U3A requires all its trustees and members to comply with the best practice contained in its safeguarding policy which is also available from the Groups page on the website.
The following behaviours are considered extremely serious. They are not acceptable and may result in action being taken under the U3A Complaints Procedure and referred to the appropriate authorities.
- Working alone with vulnerable adults/children.
- Consuming alcohol whilst responsible for children or vulnerable adults.
- Bullying or humiliating any person involved in U3A activities.
- Inappropriate or unnecessary physical contact with a vulnerable person.
- Having an intimate relationship with any vulnerable person developed as a result of being in a position of trust.
- Making sexually explicit comments or sharing sexually explicit material.

Data Protection

Keep data held to a minimum and use it only for administrative purposes within the U3A. Information should not be passed on to another person without consent.
Photographs can be used to record events and advertise the group. In order to comply with the law; state how the record will be used and when photographs/films will be taken to allow people to remove themselves.

Complaints

Complaints should be considered quickly and fairly with complete confidentiality.
Attempts should be made to de-escalate the situation and settle any issues within the group. However, should formal action be required the committee should be contacted directly in writing using Sully U3A letter box in Old School or by emailing complaints@sullyu3a.co.uk. All formal complaints will be responded to within a calendar month.